SharePoint Online 101

Transcription

1 Work Smart by Microsoft IT SharePoint Online 101 Customization note: This document contains guidance and/or step-by-step installation instructions that can be reused, customized, or deleted entirely if they do not apply to your organization s environment or installation scenarios. The text marked by yellow highlighting indicates either customization guidance or organization-specific variables. All of the highlighted text in this document should either be deleted or replaced prior to distribution. Company name internal Microsoft SharePoint offerings are moving to the cloud. This means that you ll access SharePoint sites through Microsoft Office 365 hosted productivity software, unless the sites store high business impact (HBI) data. Having your sites available in the cloud means that you can take Microsoft Office with you wherever you go. It also makes it easier to access SharePoint sites from multiple devices. This guide describes how to create and customize a team site by using Microsoft SharePoint Online. You can also use the content in this guide to customize other types of sites that you create by using SharePoint Online. Topics in this guide include: Exploring the SharePoint Online landing page Creating a team site Customizing a team site Adding apps to a team site Sharing a team site Accessing a team site from a Windows Phone Accessing a team site from a Windows RT device For more information

2 2 SharePoint Online 101 Exploring the SharePoint Online landing page The SharePoint Online landing page (URL) includes tiles that you can use to perform common actions. For example, you can tap or click a tile to create a new site, to see a list of sites that you use most often, or to go to Microsoft OneDrive for Business. The following screen capture represents a custom portal. Please replace it with an image that s specific to your organization. CAUTION: Do not use the consumer version of OneDrive to store business files. Be sure to use OneDrive for Business to store business files. Creating a team site Signing in To create a team site or other SharePoint Online site, you first need to sign in to Office 365. To sign in: 1. Go to the SharePoint Online landing page at URL. 2. On the Office 365 sign-in page, tap or click Sign in. If you re connected to the corporate network, either directly or through a virtual private network (VPN), you ll see the SharePoint Online landing page. Go to step 4 of this procedure. 3. Type your user name in the form of username@company.com, type your network password, and then tap or click Sign in. The SharePoint Online landing page appears.

3 3 SharePoint Online Point to the Start Here! tile, and then tap or click Create a New Site. The SharePoint Hosting Options page appears. Understanding the types of sites that you can create The SharePoint Hosting Options page is your source for creating a team site or other SharePoint Online site. The following screen capture represents a customized user interface. Please replace it with an image that s specific to your organization. The following list represents the site creation options in a customized user interface. Please replace it with the options specific to your organization. You can create the following types of sites from the SharePoint Hosting Options page: Team. Create this type of site for basic team collaboration that takes advantage of basic document management and project management features. Team sites include a default team Microsoft OneNote notebook and site feed. Community. Create this type of site for internal web-based discussions that can be extended to include basic document management and other collaboration features. Extranet. Create this type of site for basic team collaboration with partners and customers.

4 4 SharePoint Online 101 Project and portfolio management. Create this type of site for richer project management and visibility into your team or department s portfolio of projects. This type of site adds Microsoft Project Web App to your existing SharePoint site collections. Specialized. Create this type of site for: Sites that require more than 100 gigabytes (GB) of storage. Sites that require IT consultation or architectural review. Creating a team site This section shows you how to create a team site, which is the most common type of SharePoint Online site. To create a SharePoint Online team site: 1. On the SharePoint Hosting Options page, under Team sites, tap or click Create a site now. 2. In the Start a new team/project site dialog box, provide a name and description for the site, specify at least one additional owner, and then assign a security level for the site s data. The following screen capture represents a customized user interface. Please replace it with an image that s specific to your organization. 3. To choose a language other than English, tap or click SHOW OPTIONS, and then select the appropriate language. 4. Select the I understand SharePoint Online restrictions and agree to the terms of use check box, and then tap or click Create.

5 5 SharePoint Online 101 Within five minutes, your team site will be created. You ll receive an notification that shows the site owner, site administrator, link, and storage quota (XX GB for a team site). Customizing a team site When you first open a newly created team site, it looks something like the following. The following screen capture represents a customized user interface. Please replace it with an image that s specific to your organization. You can customize your site in many ways. For example, you can change the link text, change the overall look by choosing from different templates, change the title, or add a custom logo. The default tiles offer a quick way to customize your site. To learn more about each tile and what it does, point to it. TIP: You may notice that the Site Actions menu does not appear in the upper-left corner of the SharePoint Online window as it does in earlier versions of SharePoint Server. To find the equivalent menu commands in SharePoint Online, tap or click the Settings ( ) button in the upper-right corner of the SharePoint Online window. Editing links You can edit the links along the top and left sides of the page. For example, if you don t need a task list, you can delete the Tasks link. Or you may want to add a new link of your own. To edit links: 1. On the top or left side of the screen, tap or click EDIT LINKS.

6 6 SharePoint Online Do one of the following: To delete a link, tap or click next to it. To add a new link, tap or click link, and then in the Add a link dialog box, type the link text and URL, and then tap or click OK. 3. To change link text, click the link, and then edit the text. 4. When you ve finished making changes, tap or click Save. Giving the site a new look To give the site a new look by changing the template: 1. Tap or click the What s Your Style? tile. 2. Choose from one of the templates. 3. On the Change the look screen, on the left side, modify the design (if desired) by adding an image, changing colors, changing the site layout, or changing fonts. The following screen capture represents a customized user interface. Please replace it with an image that s specific to your organization. 4. To preview the new look on your site, tap or click the Try it out button in the upperright corner of the window. 5. After you preview the new look, tap or click No, not quite there yet if you want to make further changes or Yes, keep it to apply the new look.

7 7 SharePoint Online 101 Changing the title, description, or logo When you create a site through the SharePoint Hosting Options page, you enter a title and description (used for searching) in the Start a new team/project site dialog box. The SharePoint Online logo ( ) is automatically added to your site. You can change any of these settings. For example, you might want to add your own logo to create a brand that s suitable for your team. The following screen capture represents a customized user interface. Please replace it with an image that s specific to your organization. To change the title, description, or logo: 1. Tap or click the Your site. Your brand tile. 2. On the Title, Description, and Logo screen, use the boxes to change settings. The following screen capture represents a customized user interface. Please replace it with an image that s specific to your organization.

8 8 SharePoint Online 101 Finding available settings To see all available settings for a site, tap or click the Settings ( click Site Settings. ) button, and then tap or Adding apps to a team site You can add apps to extend the capability of your site. For example, you might want to add a timeline and a list of tasks to your site. Or maybe you want to add a survey to gather more data. You do this in SharePoint Online by adding an app. An app in SharePoint Online is the same as a Web Part in earlier versions of SharePoint Server, except that apps are delivered through an internal App Catalog or from the SharePoint Store. You can use the default tiles on your team site to add some of the most common types of apps. For example, you can add a document library, a list, or a site mailbox. Adding a document library When you create a team site by using the SharePoint Hosting Options page, the site includes a document library by default. You can create additional document libraries if you want. For example, you might want to create multiple libraries when there are distinct differences among the sets of files that you want to store and manage, or among the groups of people who work with the files. These different groups may require distinctly different permission levels. To add a document library to your site: 1. Tap or click the Lists, libraries, and other apps tile. 2. On the Your Apps screen, tap or click the Document Library tile.

9 9 SharePoint Online In the Adding Document Library dialog box, type a name for the new document library, and then tap or click Create. NOTE: When you add a document library or other app, a tile that has the name of the object is added to the Site Contents screen. If you want to change the settings for the object, tap or click the Settings ( ) button. You can use the tile on the Site Contents screen again later if you want to add the same object that has the same settings. 1. Under Recent, tap or click the name of the library to display it on a new page. 2. Upload existing files to the document library, or create new ones. For information about using a document library and creating a sync folder for offline usage, see the "Save and share files in the cloud by using OneDrive for Business" Work Smart guide at URL. Adding a list A SharePoint list is a collection of information that you share with team members. For example, you might want to create a sign-up sheet for an event to track who is responsible for what, or you might want to create a list of tasks to track. To add a list to your site: 1. Tap or click the Lists, libraries, and other apps tile. 2. On the Your Apps screen, tap or click the Custom Lists tile. 3. In the Adding Custom Lists dialog box, type a name for the new list, and then tap or click Create. 4. On the left side of the screen, under Recent, tap or click the name of the list to display it on a new page. 5. Tap or click edit to type items in the list. To add a new column, tap or click the plus sign (+), and then select the type of data that the column will include.

10 10 SharePoint Online 101 Adding a site mailbox A site mailbox acts as a central filing cabinet that brings and SharePoint files together. You and other team members can store project s and files in one spot. Only team members can access and edit the content. To create a site mailbox: 1. Tap or click the Keep in context tile. 2. On the Site Mailbox screen, tap or click ADD IT. 3. On the Site Contents screen, tap or click the tile for the Site Mailbox app. 4. A message appears and says that the site mailbox is being set up. Go back to your site. 5. On the left side of the screen, under Recent, tap or click Mailbox. In the dialog box that appears, select a language and time zone, and then tap or click Submit Query.

11 11 SharePoint Online The new mail screen appears. The right side of the screen provides the site address and address for the site. To read more about site mailboxes and how they work, tap or click the What s a site mailbox and how can I use it? link. 7. To access mail that s sent to the site mailbox, go back to the site, and then under Recent, tap or click Mailbox. Adding another type of app There are many other apps to choose from in the internal App Catalog besides the apps that are described in this guide. For example, you might want to add FAQ to your site. New apps are added to the App Catalog on a regular basis, so check back often. To add an app: 1. Tap or click the Lists, libraries, and other apps tile. Or, tap or click the Settings ( ) button, and then tap or click Add an app. 2. On the Your Apps screen, scan the apps. To see details about an app, tap or click App Details below the appropriate tile. 3. To see a larger list of apps from the SharePoint Store, tap or click SharePoint Store on the left side of the screen. 4. When you re ready to add an app, tap or click the appropriate tile. For example, tap or click the tile for the My FAQ List app.

12 12 SharePoint Online In the Do you trust app? dialog box, if you trust the app, tap or click Trust It. The app is added to the Site Contents screen. 6. To add the app to your site, tap or click it on the Site Contents screen. 7. If necessary, add content to the app. For example, if you added the My FAQ List app, you re prompted to add questions for the FAQ. 8. Go back to the team site. 9. On the left side of the screen, under Recent, tap or click the app to run it. The app results appear on a separate page. Sharing a team site What s a team site without the team? After you have the site just the way you want it, share it with your team members. In SharePoint Online, sharing is the same thing as granting permissions. Setting site-level permissions When you set permissions at the site level, any lists or libraries, or any items in lists or libraries, automatically inherit the site-level permissions. If needed, you can assign unique permissions for a list, library, folder, or individual item or file. To set site-level permissions: 1. Tap or click the Share your site tile (or tap or click SHARE in the upper-right corner of the SharePoint Online window).

13 13 SharePoint Online In the Share dialog box, add the people or groups that you want to share the site with. If you want to share with everyone at Microsoft, type Everyone. NOTE: If possible, it s a good idea to enter security groups rather than individuals. For example, add a security group that includes your team members. If people are added to your team or leave your team, you won t need to adjust permissions. You can t enter a distribution group (distribution list) in the Share dialog box, but you can easily create a new security group from a distribution group. 3. Type an invitation message (optional). 4. To assign permissions, tap or click SHOW OPTIONS, and then select from the list of options. In most cases, you can use one of the following default SharePoint groups: Owners have full control to manage the whole site. Owners can work with the structure and components of the site itself and grant permissions to others. Members can add, edit, and delete lists. Members can also view, add, update, and delete list items and files. Visitors can view pages and list items and can download files. 5. If you don t want to immediately send an message to the people on your invitation list, clear the Send an invitation check box. You can always copy the link and send it later in or an instant message. 6. Tap or click Share. Managing permissions After you grant permissions, you may occasionally want to remove users or change user permissions. To manage permissions: 1. Tap or click the Settings ( ) button, and then tap or click Site settings. 2. On the Site Settings screen, under Users and Permissions, tap or click Site permissions. 3. Do one of the following: To change permissions for a SharePoint group or an individual who s listed on the Permissions screen, select the check box next to the group or individual, and then tap or click an option on the ribbon.

14 14 SharePoint Online 101 To change permissions for a group or individual who s listed inside a group (for example, inside the Visitors group), tap or click the group to open it, and then use the New and Actions lists to add or remove users. Setting unique permissions for a list, library, folder, or item In some cases, you might have sensitive data that you want to restrict to certain users. Restricting access involves breaking the permissions inheritance from the parent site or object, removing groups or individuals who shouldn t have access to the content, and granting permissions to groups or individuals who should have access. TIP: Consider placing the most sensitive files or items in a single document library or list. This will make your site easier to maintain. To assign unique permissions to a document library: 1. Tap or click the header for the document library. 2. Tap or click the LIBRARY tab, and then tap or click Library Settings. 3. On the Settings screen, under Permissions and Management, tap or click Permissions for this document library. 4. On the PERMISSIONS tab, tap or click Stop Inheriting Permissions. 5. A message appears and says that you re about to create unique permissions for the library. Tap or click OK. At this point, the document library is disconnected from the parent. The library still has the same permission settings that it had before. But instead of inheriting permissions from the parent, it has its own copy of the parent permissions. The library will not inherit changes that you make to the permission settings for the parent site.

15 15 SharePoint Online On the permissions screen for the document library, under Name, select the check boxes for the groups or users who should not have access to the library. 7. On the PERMISSIONS tab, tap or click Remove User Permissions. 8. On the PERMISSIONS tab, tap or click Grant Permissions. 9. In the Share dialog box, assign new permissions as described earlier in this section. Sharing a file To share an individual file: 1. Tap or click the ellipsis button ( ) next to the file. 2. Tap or click SHARE at the bottom of the callout. 3. In the Share dialog box, assign permissions as described earlier in this section. Adding the ability to request access to the site To add the ability to request access to the site: 1. Tap or click the Settings ( ) button in the upper-right corner of the window. 2. Tap or click Site Settings. 3. On the Site Settings screen, under Users and Permissions, tap or click Site permissions. 4. On the PERMISSIONS tab, tap or click Access Request Settings.

16 16 SharePoint Online In the Access Request Settings dialog box, type the address where requests will be sent, and then tap or click OK. Notes: After you set this up, when a user clicks a link for the site, the following message will appear. If there are requests pending approval, you ll see a notice when you tap or click Site permissions. Accessing a team site from a Windows Phone As SharePoint sites are migrated to SharePoint Online, you ll be able to access and edit Microsoft Office files on these sites from your Windows Phone. You can access most files that are located on a SharePoint Online site by using a cellular data or Wi-Fi connection. To access a team site from a Windows Phone for the first time: 1. In the app list, tap Office ( ) to go to the Office Hub. 2. Flick to Places, and then tap New ( ). 3. Enter the address for the SharePoint Online site, and then tap Go ( ) on the on-screen keyboard. 4. If you re prompted to sign in, do one of the following: If the Microsoft Office 365 sign-in page appears, type your credentials and password, and then tap Sign in. If the Site screen appears, type your user name in the User name box, type your password in the Password box, type the domain for your account in the Domain box, and then tap Done. For more information about browsing and opening files on a SharePoint site by using a Windows Phone, see the Extend your productivity (and have fun) by using Windows Phone 8 Work Smart guide at URL.

17 17 SharePoint Online 101 Accessing a team site from a Windows RT based device You can access SharePoint Online sites through the web as you would access any other website. To access a team site from a Windows RT based device: 1. Enter the URL for the site into your browser. 2. On the sign-in screen, type your corporate address in the form of username@company.com, and then tap or click Sign in. 3. You will receive a notification that you must sign in at URL. 4. Tap or click the Sign in link. 5. When you re prompted, type your corporate credentials, and then tap or click Sign in. NOTE: You can work with a SharePoint Online site on your Windows RT based device in mostly the same way that you would work with the site on your work computer. The difference is that at this time, you can t click the Sync button to create an offline cache of files that are stored on a SharePoint Online site. You can, however, manually download files to your Windows RT based device. To download a file, tap or click the button next to the file that you want to download. At the bottom of the file callout, tap or click the button, and then tap or click Download a Copy to download the file to your Downloads folder. For more information SharePoint Online SharePoint 2013 for IT pros Work Smart by Microsoft IT Modern IT Experience featuring IT Showcase This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT Microsoft Corporation. All rights reserved.